Meetings Specialist

Drug Information Association • Fort Washington, PA

2d • Hybrid

About The Position

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all. It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution. Candidates must live within commuting distance of the DIA Fort Washington, PA office. We are seeking a Meetings Specialist to lead the strategic planning, development, and execution of assigned DIA Specialty Meetings serving members and customers across the pharmaceutical, biotechnology, medical device, government, service provider, and academic sectors. This role also manages DIAs webinar portfolio, including sponsored webinars, content preview webinars, and virtual Short Courses. The Meetings Specialist works cross-functionally with Science, Marketing, Finance, Exhibits, and external stakeholders to deliver best-in-class educational experiences using both traditional and innovative learning formats. This role also supports the broader Meetings Operations team by providing behind-the-scenes administrative and operational support as needed. Join us in our important mission to drive healthcare innovation and raise the level of health and well-being worldwide!

Requirements

• Bachelors degree required; Hospitality, Event Management, or related field preferred.
• Minimum of 3+ years of professional experience , including 2+ years in meeting or event management .
• Experience within pharmaceutical, medical education, healthcare, or association environments preferred.
• Advanced proficiency in Microsoft Office and Windows-based systems.
• Experience managing complex, multi-stakeholder meetings with budget accountability.
• Experience with Association Management Systems (AMS), including Personify (preferred), and other event-related platforms.
• Comfortable working with registration, budgeting, and reporting systems.

Nice To Haves

• experience with Asana or similar project management tools is preferred.

Responsibilities

• Project & Financial Management Develop and manage detailed project plans for assigned meetings to ensure timely and successful delivery; experience with Asana or similar project management tools is preferred.
• Partner with the Associate Director, Specialty Meetings & Global Annual Meeting Logistics to develop and manage meeting budgets; monitor financial performance and proactively address or escalate risks, variances, or issues.
• Track registration and exhibit revenue against targets and ensure accurate documentation of all program expenses.
• Meeting Planning & Operations Partner with Science colleagues to confirm meeting dates, locations, and delivery formats.
• Review venue contracts and lead all aspects of event planning and execution.
• Oversee logistics, including pre-conference planning, BEOs, layouts, AV, F&B, materials, and participant communications.
• Manage venue staff, vendors, onsite operations, and post-meeting debriefs and close-out activities.
• Program & Content Management Oversee Calls for Abstracts/Topics and poster submissions; partner with Program Committees and Science colleagues to develop educational content.
• Lead planning calls, manage agendas, document decisions, and track follow-ups.
• Serve as primary contact for subject matter experts and manage all aspects of speaker participation (invitations, disclosures, bios, presentations, reimbursements).
• Collaborate with Marketing and Continuing Education to ensure accurate promotions and compliance-ready agendas/content.
• Partner on exhibit planning and maintain a comprehensive master meeting document to support web, program, and marketing materials.
• Webinar Portfolio Management Own and execute DIAs full webinar portfolio, including Solution Provider Webinars, Content Preview Webinars, and virtual Short Courses.
• Build and manage webinar events in Zoom, including setup, testing, and platform logistics.
• Partner with Marketing to create registration landing pages and promotional materials.
• Coordinate speaker communications, scheduling, rehearsals, and host live sessions while managing real-time logistics.
• Global Annual Meeting Support Manage in-person and virtual Short Courses, including speaker coordination, website updates, and logistics.
• Support the Associate Director with RFPs, vendor coordination, F&B planning, room blocks, signage, transportation, convention center liaison, and post-event invoice review.
• Additional Responsibilities Provide operational and administrative support to the Meetings Operations team, including communications, print materials, and follow-ups with speakers and exhibitors.
• Manage speaker presentations and meeting materials.
• Oversee Meetings Supply inventory, including ordering and restocking.
• Support special projects and other related duties as assigned.

Benefits

• Competitive compensation including incentive bonus
• Robust benefits with employer HSA contribution
• Employer 401(k) match
• Generous PTO plan goes up each year
• 8 Holidays and 3 Floating Holidays
• 3 Wellness Days
• Flexible hours and hybrid work environment ( on-site Tuesday, Wednesday, and Thursday )
• Paid parental leave
• Charitable donation matching

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level